The policyIQ team is spending some time examining and sharing information on our Forms functionality in the month of July. We’ve talked to you about how some clients are using policyIQ to gather monthly Account Reconciliations, Control Self Assessments, Corporate Policy Sign-offs, System Access Requests and more. It’s one thing to have a system or platform for gathering this information and something much more exciting and useful to have a mechanism for easily pulling information back out again and being able to review, analyze and interpret the results of your employees’ responses.
Let’s look at what you have at your policyIQ fingertips…
Go to your Dashboard: We all know that the Dashboard contains quick links that take us to our areas of responsibility (i.e. Pages Checked Out To Me) or to our areas of interest (Blogs or Favorites). Did you know that you can add a window pane to your Dashboard for Forms To Approve? If you’re an Approver of Forms, with one click, you can easily see and review the Forms that have been submitted to your attention from your Dashboard.
Check out Activities: If you want to see a full breakdown of the Forms that remain Open, those that have been Submitted and those that have been Approved, Administrators and Approvers can easily review this information in the Forms’ Activities area. The Activities table is great because it provides data similar to what you get from a Summary Report and you don’t have to go to the Reports module to create it!
Look in your Folders: Okay…this one might be two clicks: The Administrators of your Forms have the ability to direct approved form responses to designated Folders so that they may be easily viewed by selected viewers. Do you want your external auditors to have access to your 302 certification responses? Create a Folder for 302 Responses and list the “External Auditors” group among the permitted Viewers. You can specify these Folders and Viewers when creating your 302 Certification Form Template and Form Lists. Once logged into policyIQ, your external auditors can click on the appropriate Folder (perhaps they have saved it in their “Favorite Folders”) and then click on the Form of their choice in the list to see the responses within the Form.
Reporting on the Status of Responses
Administrators of Form Templates and Form Lists can create reports that allow them to verify the status of Form Responses. Here are some examples of Status related reports that you can create:
- Want to know who has responded to quarterly certifications in 2010?
- You can narrow down to just those who have responded to Q2 certifications, if you’d like.
- Interested in following up on a particular individual?
- Are you responsible for getting a reminder out to employees who havent yet responded to the annual corporate policy sign-off?
- Maybe you need to alert the Compliance Officer’s back up that forms have been submitted and are awaiting approval in the Compliance Officer’s vacation absence.
If you wish to access any of this information on a regular basis (i.e. monthly, quarterly, etc), then you can add your Report to your Favorites; granting you truly one-click access from your policyIQ Dashboard.
If you want more specific guidance on how to create a Status Report, look to the Forms Reports manual within your Help guide online in policyIQ:
Reporting on the Details within Users’ Responses
Reports can also aid Approvers and specified Viewers in analyzing Form Responses. By using filters, such as filters for Form Templates or filters on Fields within Templates, an Approver can create actionable results like those listed below:
- Create a list of users who responded negatively to a certification or a satisfaction survey.
- Do you want to follow up on those that said that they agree with the assertion, yet included a comment to qualify their responses?
- Do you want to see which accounts reported unreconciled balances in the previous month?
- Which process owners reported that procedures had changed and the process is now different than in the previous quarter?
Each of these reports listed above is likely one that an approver or authorized viewer would want to review on a regular basis—definitely good candidates for adding to Favorite Reports and accessing in one click from the Dashboard.
In addition to following the guidance provided in Help, users can contact Support@policyIQ.com to request assistance in creating reports such as those highlighted above.